Office & Administration Manager

Your career at Fehr

Fehr is a global leader in automated storage and material handling solutions for long and flat products. For more than 70 years, we have combined Swiss precision, innovation, and dependable technology to deliver solutions ranging from manually operated storage towers to fully automated warehouse systems integrated with saws, lasers, and robotic handling equipment. Fehr Warehouse Solutions Inc. supports our customers throughout the North America with project execution, commissioning, service, and long-term partnership.

The Position

The Office & Administration Manager handles the day-to-day administrative and accounting operations of Fehr Warehouse Solutions Inc. The position is responsible for office operations, operational accounting, project-cost reporting and benefits administration, and coordination with the company’s external legal counsel, insurance advisors, and other professional partners. The successful candidate will improve daily administration, strengthen internal controls, and build efficient processes that support continued growth.

Key Responsibilities

Office & Business Support

• Oversee office operations, including correspondence, filing systems, calendars, meetings, travel arrangements, vendors, supplies, and general workplace organization.
• Support the planning and administration of trade shows, customer events, company meetings, and other business activities.
• Develop, document, and continuously improve financial and administrative procedures to increase efficiency, accuracy, consistency, and internal control.
• Coordinate effectively with colleagues in the United States and Europe, as well as customers, suppliers, and outside partners.
• Manages the spare sparts warehouse.

HR & Corporate Administration

• Prepare and review employee expense reports and timekeeping.
• Coordinate employee onboarding and offboarding, personnel records, benefits administration, workers’ compensation, and other HR administration.
• Support insurance renewals, claims, corporate registrations, business licenses, contracts, and other company documentation.
• Coordinate employment-based immigration and visa matters with external legal counsel; maintain required records and deadlines.

Accounting & Financial Responsibilities

• Handle daily accounting activities, including accounts payable, accounts receivable, customer invoicing, collections, cash receipts, and bank reconciliations.
• Coordinate the monthly, quarterly, and annual closing processes, including account reconciliations.
• Maintain accurate intercompany accounts and support foreign-currency and cross-border transactions.

Project & Operational Accounting

• Track project costs, commitments, billing milestones, for equipment projects and service assignments.
• Work with project management, service, sales, customers, and suppliers to ensure accurate and timely billing, cost allocation, and issue resolution.
• Develop clear reports that identify project variances, overdue receivables, cash requirements, and other items requiring management attention.

Qualifications

• Bachelor’s degree in, business administration, accounting, finance or a related field, or an equivalent combination of education and relevant experience.
• At least five years of progressive experience in business administration, accounting, or finance, preferably within an international, industrial, project-based, construction, or capital-equipment environment.
• Strong working knowledge of accounts payable, accounts receivable, general ledger accounting and month-end closing.
• Experience with project accounting, job-cost reporting, revenue-recognition support, and intercompany transactions is strongly preferred.
• Hands-on experience with QuickBooks; Expensify and advanced Microsoft Excel skills.
• Demonstrated ability to improve processes, maintain accurate records, protect confidential information, and operate with sound judgment and attention to detail.
• Strong organizational, analytical, problem-solving, and communication skills, with the ability to manage competing priorities independently.
• Fluent English is required. German-language skills are beneficial due to regular collaboration with colleagues at Fehr’s European organization but are not required.

What We Offer

• Competitive salary based on experience, education, and qualifications.
• Medical, dental, and vision insurance with an employer contribution.
• 401(k) retirement plan with a company match of up to 6%.
• 15 days of paid vacation and 10 days of paid sick leave.
• Paid company holidays.
• A broad, visible role in a growing international organization with direct access to company leadership.